FIJ Law LLP is a Richmond Hill based law firm, delivering legal services in various areas including real estate, corporate and commercial, and commercial litigation focusing on debt enforcement and mortgage remedies. While providing high-quality legal services, we maintain a professional, but relaxed and congenial environment.

As we continue our growth into 2023 and beyond, we are seeking an experienced Office Manager to liaise with the Partners and to guide and assist with the day-to-day operations of the Firm. The Office Manager will be involved in planning, organizing, influencing, and controlling resources and assets of the Firm, including the planning, implementation and maintenance of systems and procedures for operating the Firm with a high degree of efficiency and effectiveness. The Office Manager will assist Human Resources by playing a key role in implementing, and providing guidance/clarification to employees on, Firm policies, rules and regulations. The candidate must be personable, focused, and detail-oriented with a dedication to excellence.

OFFICE MANAGER

KEY RESPONSIBILITIES:

FINANCE AND ACCOUNTING

• Supervises Administrative and Accounting Departments
• Maintains and manages financial policies, procedures, controls, and reporting systems
• Ensures the prompt turnaround and collection of all account receivables
• Provides status of the Firm’s financial condition and performance by collecting, interpreting, and reporting financial data to the Partners on a monthly basis
• Prepares documentation for year-end accounting, financial audit, sales reports, and ad hoc reports etc., for review/audit by the Firm’s external Accountant
• Analyzes overall expenditures and budgeting for the Firm and provides recommendations to the Partners, where required
• Prepares bonus calculations for applicable associates
• Manages and maintains corporate information, registrations, and Federal and Provincial tax programs
• Manages and maintains Law Society of Ontario requirements regarding payment of annual fees and reporting
• Assists with meeting of LPIC insurance requirements

OPERATIONS AND OFFICE SECURITY

• Establishes and maintains office operating policies, maintenance schedules, procedures, controls, and reporting systems
• Implements and maintains Firm policies and procedures to facilitate the smooth operation of the office and the legal practice
• Ensures the office facilities meet the needs of employees, clients and visitors while following all legislative requirements
• Maintains, operates and documents procedures for office and/or building alarms and security camera systems, and stands as third contact for alarms/events
• Assists with orientation of new staff to set them up for success on their first day, as well as exiting outgoing staff
• Trains, coaches and guides staff under the Office Manager’s direct supervision
• Maintains employee records in the appropriate file
• Works closely with external insurance provider to maintain and update business insurance needs, as and when required
• Works closely with the Firm’s IT Department to establish, maintain, and document security controls, procedures and all IT systems

THE SUCCESSFUL CANDIDATE MUST HAVE THE FOLLOWING QUALIFICATIONS AND SKILLS:

• University or College Degree/Diploma in Accounting, Finance or related field
• A minimum of 5 years of experience managing an office in a similar environment
• Demonstrated experience and knowledge of accounting processes and systems and preparation of year-end accounting documentation for external auditors
• Experience with creating and presenting financial reports to Senior Management/Leadership Teams
• Knowledge of Facilities Management
• High level of autonomy and self-motivation; ability to lead a team and drive a project to a successful outcome
• Ability to communicate effectively (well spoken and written)
• Possesses excellent financial acumen
• Comfortable with IT and technology processes, systems, and terminology
• *Note: this position requires the successful candidate to deliver on-site support 5 days a week*

Thank you for your interest in our position!

Only selected candidates will be contacted for an interview. We are committed to providing equal opportunities for persons with disabilities. Accommodations are available at all stages of the recruitment process, at the candidate’s request.

Job Type: Full-time

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location

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